Data Retention & Disposal Policy

Pending legal review.This policy has not yet been reviewed by the owner's legal counsel and may change. Do not rely on it as legal advice until that review is complete.

Effective August 14, 2026

This policy describes how RentPay Online (“we,” “us”) retains, reviews, and securely disposes of the data it holds. It applies to all personal, financial, and account information processed by the service and is intended to keep retention limited to what is necessary and to ensure data is disposed of securely.

1. Purpose & Principles

Data minimization — we collect and keep only what is needed to operate the service.
Purpose limitation — data is retained only for the purposes for which it was collected, plus legal and tax obligations.
Secure disposal — when data is no longer required, it is deleted or irreversibly rendered inaccessible.

2. Categories of Data & Retention Periods

Data category	Retention period
Account information (name, email, hashed password)	While the account is active; deleted on account closure
Property, tenant, and lease records	While the account is active; removed with the account
Financial & ledger records (payments, transactions)	Up to 7 years to meet accounting/tax obligations, then deleted
Encrypted database backups	Rotated on a rolling schedule; deleted data ages out of backups

3. Secure Disposal Methods

Account deletion — deleting an account cascades to its associated records (properties, tenants, leases, and ledger entries), removing them from the primary database.
Backups — deleted records age out of encrypted rolling backups and are not restored into the live system.

4. Legal & Regulatory Holds

Where we are required by law to retain certain records (for example, financial records for tax purposes), those records are kept for the required period even after an account is closed, and are then disposed of securely.

5. Roles & Responsibilities

The business operator is responsible for applying this policy, honoring deletion requests, and ensuring service providers used by RentPay Online handle data consistently with it.

6. Review

This Data Retention & Disposal Policy is reviewed at least annually, and updated as needed to remain accurate and compliant with applicable data-privacy laws. The “Effective” date above reflects the most recent review.

7. Requests & Contact

To request deletion of your data or ask questions about this policy, contact us at [email protected]. See our Privacy Policy for related details.